Knowledgebase

How to book in stock to The Layer

How to book in stock to The Layer

In this article we will take you step by step through how to book in stock to The Layer. 

Firstly I would like to highlight that there are two ways in which you can book stock in.

  • Manually entering the details
  • Using a scanner to do so.

Step 1 – getting started with booking in the stock

Firstly select the stock module at the top of the screen.

N.B. This is permissions based if you do not have the module available you will need to contact your Layer administrator.

Now select ‘Stock Movements’ at the left of your screen.

You will now be presented with the option to create a new session or view/edit and existing session, in our example we are going to select a new session, however,

if for example you had started a booking in stock and for whatever reason you had to stop you will be able to revisit that session here by selecting ‘view / edit existing session’.

In the next step you can book the stock in which is PO related or note. The PO could have been created previously to order stock from the Layer. In our example we will select ‘Yes’.

If you received a delivery note with a specific reference number you can enter it here in the 'Delivery Note Reference'. Next you can specify Warehouse which you want the items deliver to.

This  option is beneficial in case you have already despatched the stock to your customer directly from the supplier however need a record of the stock coming in.

In this case you can chose the virtual warehouse (Please note the list of your existing Warehouses can be edited). Once you are happy with your specifications click ‘next step’.

Step 2 – Booking in the stock

 Now you will need to select if you are using a scanner or not.  By selecting ‘Barcode’ this will indicate to The Layer that you wish to use a scanner.  In our example we have selected ‘Manual’.

As I previously selected to book in stock which was associated with a Purchase order I can see on the left of my screen what stock is expected to be delivered.

As I have selected to manually input the stock I will start to input the name of the item, If you are using a scanner click into the barcode box and scan the barcode,

as I have booked this item type in previously The Layer will remember this handset make and model and auto populate the handset name as indicated below.

To select the auto-populated handset simply click on the name.

You will now be able to enter the IMEI number in the serial field, again if you are using a scanner click into the serial number line and scan in the IMEI number. 

Internal code can be entered if you have a specific code operationally that you use for specific handsets.   You are then able to select what grade the hardware is i.e. New or grade A, in the conditions line.  

You will need to manually enter the warranty associate to the hardware along with the colour. 

You now have 2 options:

Process (Add Same) which will add this item and allow you to scan the same type of handset straight away. This is usefull when you receive higher number of the same type of handset.

Process (Add New) by selecting this option you can either add another type of handset or just continue to reconciling the order.

In our example as we have ordered two of the same device I will select Process (Add Same).

Now you will see the item has been added and accepted, as I am entering an additional item which is the same the colour, warranty and internal code is all pre populated for me all I have to do is either scan or enter the serial (IMEI) number. 

I now have all my items accepted. 

Step 3 – Finalise your stock.

You will now have 3 options to finalise your stock booking in, 

  • Book in Only.  This function is commonly used when you are booking in a stock which you isn’t for a specific order, just for stock.
  • Book in/ Allocate (All).  This function will book your stock in and allocate it to an oldest outstanding order (works on first in first out basis - FIFO). For example when an Iphone is launched they are in high demand you may have a number of items in back order pending a delivery.  Please note your items on the order must be reserved for the allocation to work.
  • Book in / Allocate (By Order).  This function will allow you to book in your stock and allocate it to a specific order. 

In our example we will be selecting option 3 as the original purchase order was connected to a specific order.

When you select option 3 you will be presented with the following screen 

You will need to know the sales order number you are booking the stock in for. Select the order number and click Allocate.

You will see a pop up box which will show the items have been reconciled to the order.

Your stock is now booked in and allocated to the specific order for you. 

Author: Natalie Dryburgh